policies JULY 2025

Brockham Arts Club -

Behaviour Policy

1. Statement of Intent

At Brockham Arts Club, we are committed to providing a nurturing, creative, and inclusive environment where all children feel safe, respected, and inspired to express themselves through the arts. We expect high standards of behaviour that promote kindness, cooperation, and respect for others.

This policy outlines the club’s approach to promoting positive behaviour, supporting children in making good choices, and managing behaviour that affects the safety or wellbeing of others.

2. Aims

To promote a positive, inclusive culture of respect, responsibility, and creativity.

To ensure that all children can enjoy their time at the club free from disruption or harm.

To work collaboratively with parents and carers to support children’s emotional and behavioural development.

To manage challenging behaviour in a consistent, fair, and proportionate manner.

3. Code of Conduct for Children

Children attending Brockham Arts Club are expected to:

Treat others with kindness and respect.

Follow staff instructions.

Participate safely in activities.

Respect the property and materials provided.

Take care of the environment and venue.

4. Promoting Positive Behaviour

We encourage and reward positive behaviour through:

Verbal praise and encouragement.

Celebration of children’s efforts and achievements.

Age-appropriate reward systems (e.g. stickers, certificates).

Positive role modelling by staff.

5. Addressing Challenging Behaviour

Challenging behaviour will be addressed calmly, fairly, and promptly by trained staff. Depending on the nature and frequency of the behaviour, the following steps will be followed:

Step 1 – Verbal Reminder

The child is reminded of the behaviour expectations and given a chance to make better choices.

Step 2 – Warning and Reflection

If the behaviour continues, the child will receive a clear warning and may be offered quiet time or a reflective activity.

Step 3 – Incident Logged and Parent Informed

If the behaviour persists or poses a risk to themselves or others, the incident will be logged, and the parent/carer will be informed at pick-up or by phone.

Step 4 – Behaviour Discussion with Parents

In cases of repeated or serious behaviour, we will arrange a meeting with the parent/carer to discuss strategies for support and agree on a behaviour improvement plan.

6. Persistent or Serious Behaviour Issues

Where a child’s behaviour continues to impact the safety, wellbeing, or experience of others—despite support and partnership with the family—we reserve the right to take the following action:

A temporary exclusion from sessions to allow time for review and discussion with parents.

If, after repeated efforts, there is no significant improvement, the club may permanently withdraw the child’s place in the interest of maintaining a safe and positive environment for all participants.

This step will only be taken after:

A clear record of incidents has been kept.

Parents have been involved and informed throughout the process.

A final review meeting has been offered to discuss the outcome.

7. Bullying and Harassment

Brockham Arts Club has zero tolerance for bullying, including verbal, physical, emotional, or online harassment. All allegations will be taken seriously and investigated promptly, with appropriate action taken to protect those affected.

8. Additional Needs and Support

We understand that some children may present behaviour that challenges due to additional needs. We aim to:

Make reasonable adjustments where possible.

Work closely with families to understand triggers and strategies that support the child.

Liaise with external professionals if needed (with parental consent).

9. Staff Responsibilities

All staff are responsible for:

· Modelling positive behaviour.

· Applying this policy consistently and fairly.

· Recording incidents appropriately.

· Working in partnership with families to support each child.

All staff receive regular safeguarding and behaviour management training in line with statutory guidance.

10. Monitoring and Review

This policy is reviewed annually or in response to changes in legislation or significant incidents. Feedback from staff, parents, and children is welcomed and will inform future updates

Brockham Arts Club – Payment Policy

1. Introduction

At Brockham Arts Club, we aim to make high-quality creative experiences accessible and affordable for all families. We keep our pricing as low as possible to reflect our community ethos, but to do this sustainably, it is essential that all payments are made on time.

This policy sets out our payment terms and what will happen if payments are late or not received.

2. How Payments Work

· All payments are collected monthly in advance via Direct Debit through our booking system, ClassForKids.

· This system ensures transparency, reduces admin time, and helps us focus on delivering brilliant, engaging sessions for your children.

3. Payment Deadlines

· Monthly fees must be paid before the start of each calendar month.

· If you have not set up Direct Debit, your child’s place will not be confirmed until payment is received.

4. Late Payments and Communication

We understand that sometimes unexpected things happen. If you are unable to pay on time due to an exceptional circumstance, you must:

· Contact us in advance to request a payment extension.

· Request permission for any delay – this is not automatic and may not always be possible.

If you are experiencing a change in financial circumstances, please speak to us as early as possible. We are always happy to work with families and may be able to offer a short-term solution or support options.

5. Non-Payment and Non-Communication

If payment is not received and there is no communication from the parent/carer:

· Your child will not be collected from school for their club session.

· The school will be informed and asked to contact you directly.

· Your child’s place may be permanently withdrawn and offered to another family.

6. Why This Matters

Brockham Arts Club is run on very tight margins. Late or missing payments:

· Disrupt the smooth running of sessions.

· Risk the financial viability of the club.

· Make it harder for us to continue offering affordable, high-quality arts experiences to local families.

We respectfully ask all parents and carers to honour this policy so we can keep delivering the creative and supportive service your children enjoy.

Data Protection & Privacy Policy

1. Introduction

Brockham Arts Club is committed to protecting the privacy and personal data of children, parents, carers, staff, and volunteers. We take our responsibilities under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 seriously.

This policy outlines how we collect, store, and use data in line with our legal duties and Ofsted requirements.

2. What Data We Collect

We collect and hold only the information that is necessary for the safe and effective running of the club, including:

· Child details: Name, date of birth, medical needs, allergies, emergency contacts, school information.

· Parent/carer contact details: Name, phone number, email, home address.

· Attendance records and incident logs.

· Photo and video permissions (where given).

· Payment information (processed securely via ClassForKids)

3. Why We Collect This Data

We use this data to:

· Ensure children’s safety and wellbeing.

· Contact parents/carers in an emergency.

· Provide inclusive, high-quality creative experiences.

· Meet our safeguarding, legal, and insurance obligations.

· Promote the club (with photo permission – see below).

· Communicate effectively with families.

4. How We Store and Protect Your Data

· All data is stored securely, either electronically (with password protection and secure servers) or in locked cabinets.

· We only keep data for as long as is necessary for safeguarding, legal, and financial purposes.

· We never sell, share, or transfer your personal information to third parties without your consent unless required by law (e.g., child protection concerns or requests from Ofsted/local authorities).

5. Your Rights Under UK GDPR

As a parent or carer, you have the right to:

· Access the personal data we hold about you and your child.

· Request that inaccurate data is corrected.

· Request that data is deleted (in certain circumstances).

· Withdraw consent for non-essential data use (e.g., photo permissions).

· Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data rights are being breached.

6. Photo and Video Permissions

We sometimes take photographs or short videos during workshops and events to:

· Celebrate the children’s creativity.

· Promote Brockham Arts Club via our website, social media, and printed materials.

· Share highlights with parents and the community.

We always ask for written permission before taking or using any images of your child.

You have full control over how your child’s image is used and can withdraw or update your consent at any time by contacting us.

We will never:

· Use children’s full names alongside photographs.

· Share images with third parties without consent.

· Use images in a way that compromises children’s safety.

7. Data Breaches

If a data breach occurs that may pose a risk to individuals’ rights or freedoms, we will:

· Notify the ICO within 72 hours (if required).

· Inform affected individuals without undue delay.

· Review and strengthen our data protection measures.